Administration Officer (Assets & Facility Management), Aden, Yemen

Organization: WFP - World Food Programme

Country: Yemen

City: Aden

Office: WFP Aden, Yemen

Grade: NO-A

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

ABOUT WFP

The United Nations World Food Programme is the 2020 Nobel Peace Prize Laureate. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change.

Aiming to feed 13 million of the most vulnerable people with food assistance, WFP’s emergency response in Yemen is the agency’s largest anywhere in the world. WFP also provides nutrition support to 1.7 million children and mothers, and delivers school meals to 850,000 children each day.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders performing front office management functions typically report to the Division Director or Country Directors. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit or Chief.

At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. They have responsibility for undertaking specialised business support work, such as organisation and coordination of work. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders are expected to manage resources, and coach and/or coordinate a team of support staff.

JOB PURPOSE

To support the delivery of quality, customer-focused, value for money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP’s strategy.

KEY ACCOUNTABILITIES (not all-inclusive) - part 1

Contribute to a WFP country plan, including administrative processes, aligned with country and wider WFP strategies and policies to facilitate efficient and effective administration services.

Support the development of annual plans and implementation of policies, systems and procedures to support WFP strategic objectives.

Collate data and prepare data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.

Support management of existing resources in the area of responsibility (e.g. WFP managed facilities, assets and travel management, etc.) and assist in identification of new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services.

Facilitate the compliance of the services provided (e.g. WFP managed facilities, assets and travel management, etc.) with the corporate Occupational Safety and Health Policy.

Support a culture of environmental sustainability throughout WFP by role modelling actions that drive sustainability in all administrative activities.

Guide and supervise junior staff, acting as a point of referral and supporting them with analysis and queries.

Maintain the partnership with WFP stakeholders, other UN agencies and local government offices.

Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.

Other as required.

KEY ACCOUNTABILITIES (not all-inclusive) - part 2

Accommodation:

Analysis the reports generated on monthly, quarterly, and annually

Assist CO-Admin colleagues for issuance and update guidelines and country-specific SoPs by the instructions outlined in the Accommodation Directive.

Regularly review and define the accommodation fees of the relevant WFP-provided accommodation within corporate minimum fees with the approval of CO management.

Ensure that proper accommodation fees and reductions or additions pursuant to this SoPs are applied and timely communicated to guests and residents.

Review recorded expenses and revenue and perform monthly reconciliation.

Prepare upgrade plans for each relevant WFP-provided accommodation to meet quality standards

Ensure comprehensive and updated information has been provided for the WFP managed Humanitarian Booking Hub.

Ensure adherence to bookings, occupancy, and invoicing standards by the Accommodation Focal Point

Follow guidelines issued by the WFP Global Accommodation Manager

KEY ACCOUNTABILITIES (not all-inclusive) - part 3

Asset Management:

Ensures assets, especially attractive assets, are properly stores and safeguarded.

Ensures GEMS managed properly and focal points are adequately trained.

Approves allocation of WFP assets to staff members as well as loan forms.

Ensures Gate Pass system for the assets relocations is effectively implemented;
Approves relocation of assets within geographical areas of responsibility after finalization of necessary paperwork.

Initiates the disposal process of old, obsolete, and surplus assets.

Ensures annual physical count of assets initiated and completed within allocated timeframe;
Reviews the reconciliation reports of physical count of assets in the offices under his/her responsibility, eases submission to Property Survey Board.

Implements LPSB/PSB recommendations in his/her office after approval of the Competent Authority (CD / OIC).

Submits final report on status of assets for his/her office to Country Office annually.

Initiates replacement of assets, which are broken, unserviceable and exhausted their economic life to maintain in the office.

Prepare annual procurement plan for buying of new assets for the year.

Ensure that newly procured assets are recorded in the system accurately and timely manners.

Ensures that movement of assets are captured in the system on real time basis.

STANDARD MINIMUM QUALIFICATIONS

Education: Advanced University degree in Business/Public Administration, Engineering, or other relevant field relating to office management and administration. or other related field, or First University Degree with additional years of related work experience and/or trainings/courses.

Experience: One or more years of relevant postgraduate work experience with an advanced educational degree in a relevant area of expertise OR 3 years or more of relevant postgraduate experience with a first university degree in a relevant area of expertise. (Administrative/Assistant/Secretariat work experience is not considered, except for years holding Associate positions or above (UN equivalent grade G-6 or above), in which case each year is counted at 50%).

Language: Fluency in English (level C written and spoken). Fluency in Arabic (level C written and spoken).

Nationality: Yemeni

FUNCTIONAL CAPABILITIES

Purpose

Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.

Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).

Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.

Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

People

Look for ways to strengthen people’s skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.

Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.

Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.

Create an "I will"/"We will" spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

Performance

Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.

Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.

Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.

Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

Partnership

Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams‘ priorities and preferred working styles.

Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.

Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.

Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Capability Name

Description of the behaviour expected for the proficiency level

Business Support Services & Reporting

Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.

Internal Controls & Risk Management for Administration and Engineering

Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.

Resource Management for Administration and Engineering

Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.

Specialised Knowledge in Administrative Services

Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards, processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise.

Customer Focus

Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.

TERMS AND CONDITIONS

The applicant should be a Yemeni national

Only candidates who are short-listed will be contacted

Applications must be submitted online with:

Use English language only

Indicate all your job TOR

indicate clear years of experience with each job (Month/Year)

WFP staff who are still under probation period are not eligible to apply for another FT position.

WFP staff on FT contracts must have completed one year in the current position to be eligible to apply for another FT position.

By submitting your application, you have read the Terms of Reference for this position and agree that any false, wrong or incomplete information might lead to your disqualification in this recruitment process.

Successful candidates vetted as viable candidates through the application process will be retained on internal roster for a two-year period and may be given further consideration for future similar specific position advertised in the duty station.

DEADLINE FOR APPLICATIONS

01 September 2021

.

WFP never uses external recruitment agencies and recruitment is always is free of charge. WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. The selection of staff are made on a competitive basis and we are committed to promoting diversity and gender balance. Only applicants whose profiles meet the advertised job requirements will be considered and only within the announced deadline.

Qualified female applicants are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.

Link to the organization’s job offer: https://unjobs.org/vacancies/1629315028372